Program Support Assistant - Weatherization

Dakota County CDA • Eagan, MN

3d • Hybrid

About The Position

The Dakota County Community Development Agency (CDA) is seeking a Program Support Assistant in the Community and Economic Development team. This role provides essential support for the weatherization and homeownership programs. Key responsibilities include serving as the main point of contact for general program inquiries, managing client and contractor databases, processing applications and payment requests, assisting with insurance and loan documents, and coordinating audit and inspection schedules. The position also involves general administrative and clerical duties, data entry, document imaging, preparing correspondence, and providing program information. The Community & Economic Development department focuses on assisting developers of affordable housing, promoting economic development, revitalizing housing, redeveloping blighted areas, and strengthening local services. They also support homebuyers and homeowners through various financial and educational programs. The CDA's mission is to improve the lives of Dakota County residents and enhance community economic vitality through housing and community development.

Requirements

• Two years related education and/or administrative experience supporting public service programs.
• Knowledge of English language, grammar, and punctuation.
• Proficiency in Microsoft 365 software, especially Outlook, Word, and Excel.
• Knowledge of federal and Minnesota data privacy laws.
• Knowledge of office procedures and practices.
• Ability to use general office equipment, including personal computers and calculators.
• Ability to handle difficult situations in a professional manner when dealing with the public.
• Ability to work with diverse clientele.
• Ability to communicate effectively both orally and in writing.
• Ability to coordinate details and organize workload.
• Ability to perform mathematical calculations accurately.
• Proficient in typing with a high degree of accuracy.
• Ability to work independently and adapt to changes in workflow schedules.
• Ability to work under pressure and with interruptions.
• Ability to work on several projects simultaneously and to set and meet deadlines.

Nice To Haves

• Obtain Building Science Principles certification within 90 days.
• Obtain HUD Housing Counseling certification within 180 days.

Responsibilities

• Serve as the main point of contact for general program questions via phone and email.
• Create and maintain client and contractor databases, including applicant waiting pools and historical client address databases.
• Process applications, payment requests from utility companies, and documentation for weatherization utility rebates and leveraged funding.
• Assist with insurance and loan documents, and compile program information packets.
• Manage audit and inspection schedules by contacting homeowners and contractors and coordinating with Weatherization staff.
• Provide general administrative and clerical support, including data entry, document imaging/scanning, copying, and filing.
• Prepare correspondence, reports, policies, memorandums, and forms using word processing and spreadsheets.
• Coordinate and prepare bulk mailings.
• Assist with program auditing needs, such as scanning, compiling, and submitting files to funders.
• Assist with records retention activities for the department.
• Establish or revise data information systems as directed.
• Cross-train with other department program support duties and act as backup as needed.
• Maintain an organized computer filing system.
• Perform other special projects and assignments as needed.
• Act as a positive representative of the CDA, developing and maintaining good working relationships with employees, vendors, and contractors.
• Answer calls and emails within 24 business hours.
• Handle calls or meetings with irate parties in a professional manner.
• Abide by all CDA Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Short-term disability insurance
• Long-term disability insurance
• Life insurance
• Retirement plans (with an annual agency contribution of 12.7% of the employee’s salary)
• Paid holidays
• 20 sick/vacation days per year
• Volunteer time off
• Tuition reimbursement
• Onsite fitness center

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed